Job posting, External

Job title:                       Receptionist and Administrative Assistant, Children and Youth Centre   

Classification:              Classification B, part-time, leave of absence contract

Salary:                           $24.15 - $25.63

Start / End Date:        October 29, 2024 – October 23, 2025, with possibility of extension

Hours:                           21 hours per week

Reports to:                  Manager, Community Services

Posting Date:              September 25, 2024

Reference Number:   CLU-2024-28

Deadline to apply:     Until filled

To apply, submit your cover letter and resume by email to the Executive Assistant at , quoting the reference number.

CultureLink is a settlement and community organization with 35 years of experience in developing and delivering services to meet the needs of diverse communities. CultureLink works within an anti-oppression framework and is committed to equity. This is a bargaining unit position.

Job Summary:

The Administrative Assistant performs reception and administrative duties at the CultureLink Children and Youth Centre, 3535 Dundas Street West. The CYC is a dynamic space which typically offers after-school programs to individuals and groups of vulnerable, marginalized and racialized youth. The Administrative Assistant supports the manager of Community Services and a 10-person staff team. Bringing positive energy to the work with staff, program participants, and local partners is essential to success. All agency employees are expected to support each other and to collaborate on agency-wide events.

The Administrative Assistant must be proficient with Microsoft Office and online tools (for example Zoom, Google Meets), and able to support staff in the use of technology. Under conditions of the COVID-19 pandemic, working from home may be required.

Duties

• Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person
• Answer telephone and electronic enquiries and relay telephone calls and messages
• Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations
• Schedule room bookings
• Order office supplies and maintain inventory
• Calculate, prepare and issue documents related to accounts such as bills, invoices, inventory reports, account statements and other financial statements using computerized and manual systems
• Set up and maintain manual and computerized information filing systems
• Record and prepare minutes of meetings
• Supervise and train office staff in procedures and in use of current software
• Help to organize special events
• Other duties as assigned

Required Competencies

• Physical demands: sitting at a desk and using a computer for 50% of the workday; lifting; working in an open office
• Physical work environment: some evening work; working from home may be required
• Potential hazards: under COVID-19 pandemic conditions, wearing of face masks is required when working on-site
• Non-physical work related capacities: following a schedule, maintaining attendance/punctuality; occasional deadlines; variety of tasks
• Social/Emotional demands: teamwork; relationship/network-building; working closely with the public, co-workers and supervisor
• Cognitive/mental demands: attention to detail; multitasking; organizational ability/time management, adaptability, sound judgement

Qualifications

• Post-secondary diploma or degree in an administrative, social service or business field is required, or equivalent combination of education and experience
• 1 year of relevant work experience
• Satisfactory Vulnerable Sector Screening within the past six months
• Fluency in languages other than English is an asset

• Strong oral and written communication skills in English
• Facilitate the use of digital outreach tools and social media (i.e. Instagram, Facebook, Twitter)
• Competency in Word, Excel, Outlook, and Internet

• Must be authorized to work in Canada